Enrich Iowa
Explanation of Standards for Tier 1
Standard: 2 4 7 8 10 25 70 74 77 88
(Standards are from In service to Iowa: public library measures of quality. )
The library is established and maintained according to the provisions of local ordinance.
In Iowa, a public library is established by an ordinance adopted by the city council. The ordinance becomes the “law” under which the library exists. A copy of the library ordinance is available at the city office. The public library ordinance addresses such items as:
• the number of members on the board and whether they are rural or city residents
• the required qualifications of trustees
• terms of office, vacancies, and compensation for trustees
• powers and duties of the trustees including who has the responsibility for the
expenditures of the library’s funds and hiring the librarian.
• power to contract with others for the use of the library.
The city council may not change the library ordinance through a vote of the council. Any proposal to make substantial changes in the library’s ordinance must be submitted to the voters in a city election. This provision is stated in the Code of Iowa, 392.5:
A proposal to alter the composition, manner of selection, or charge of a library board, or to replace it with an alternate form of administrative agency, is subject to the approval of the voters of a city.
There should be a copy of the library ordinance on file at the library. The librarian and the library board of trustees should become familiar with their own ordinance and include it as part of the orientation process for new trustees.
For further information, see the Iowa Library Trustee’s Handbook 1998.
The library board has complete authority, within legal limits, over the library’s budget and over all gifts, bequests, and donations.
• What does this mean?
In the majority of public libraries in Iowa, the library board has the authority to make decisions on how to spend the funds appropriated to the library. The board decides the librarian’s salary, how much should be spent on materials, and whether budget line items should be changed. The bills are paid only after the library board has signed off on them.
• How does the library board get this authority?
A public library is established by city ordinance and the ordinance outlines the library board’s authority.
Until Home Rule was passed in Iowa in the early 1970's, the public library board’s duties and responsibilities were outlined in the Code of Iowa in what was called the “model ordinance”. With the passage of Home Rule, the authority for the library became the local library ordinance. To ensure that library boards kept the authority and autonomy originally given to them, Code of Iowa 392.5 was enacted to retain the ordinance in existing public libraries.
Libraries established after Home Rule may or may not adopt the model ordinance.
• Explain the part about “gifts, bequests and donations”.
It’s important that the board also retains control over any contributions to the library. If gifts are deposited with the city without that control, the funds could be used for any project deemed worthy by the city council. The library board can ensure that the gifts are used for library purposes.
• What is meant by legal limits?
Legal limits in this standard mean within the framework of Iowa laws. For example, “complete authority” does not mean that other sections of the Code of Iowa, such as the section on audits, can be ignored by the library board.
• Does my library meet this standard?
Probably. If the library’s ordinance closely follows the model
ordinance, especially as to the authority of the board to have control over the
library’s funding, the standard is fulfilled.
For further information, see the Iowa Library Trustee’s Handbook 1998
The library board follows statutory requirements as to fiscal year, audits, and budgeting, and makes annual and other reports to its finding authority(ies), the Regional Library System, and to the State Library of Iowa.
Fiscal Year
According to the Code of Iowa chapter 24.2(2), fiscal year is
defined as such:
The words “fiscal year” shall mean the period of twelve months beginning on July 1 and ending on the thirtieth day of June. The fiscal year of cities, counties and other political subdivisions of the state shall begin July 1 and end the following June 30.
Therefore, library budgets shall follow a July 1-June 30 fiscal year.
Audits
Code of Iowa chapter 11.6 covers auditing practices. The following is excerpted from an ICN Trustee workshop given on October 21, 1999 by the State Library, presented by Christie Brandau, Alan Kemp, and Kay Runge.
“Under Code of Iowa chapter 11.6, the financial condition and
transactions of all cities and
city offices shall be examined at least once each year. Exceptions include: cities
with less than a
population of 700 may be examined; cities with a population of more than 700 yet
less than 2000
shall be examined at least once every four years.”
“The library is part of the city's audit, so a library in a town of over 2000 will be part of a yearly audit. The library will probably be visited by the person doing the audit and asked about procedures or other questions about how the finds are handled in the library.”
“They may also be asked about the records of the library foundation or the library friends if such a group exists. Auditors now have to include in the overall ‘picture? of the city any major funding from groups associated with the library. This information is a standard part of conducting a city audit now and does not mean that the library has to provide all the financial information about the friends group or foundation. Rather, the librarian should refer the auditor to the chair of the group who can handle questions.”
“I [Brandau] recommend that the board support the library’s inclusion in the city audit and comply in every way. However, a library does not need to do an independent audit as a matter of course. Unless there is an unusual situation or circumstance which warrants an audit, and audit outside of the required city audit is not required.”
Budgeting
Budgeting, and the budgeting process, fall under the local city ordinance and Code
of Iowa chapter
392.5.
The [library] board shall have and exercise the following powers and duties.. . .9. .to have exclusive control of the expenditure of all finds allocated for library purposes by the council, and of all moneys available by gift or otherwise for the erection of library buildings, and of all other moneys belonging to the library including fines and rentals collected, under the rules of the board.
Model Ordinance, Iowa Library Trustee's Handbook, 1998, pp. 110-115
also
A library board may accept and control the expenditure of all gifts, devises, and bequest to the library. “ Code of Iowa, C392.5(3)
The Iowa Library Trustee's Handbook, 1998, chapter 9: Library Funding,
Finance and Budget (pp. 46-54) has a concise, well-defined overview of the financial
planning and budgetary responsibility functions of the library board and library director.
Used in conjunction with the Model Ordinance most questions regarding budgetary concerns
will be answered. Of course, be sure to check your city's ordinance for further
guidance; one library was required by ordinance to have two signatures on each check, for
example.
Annual Reports
If your city has adopted the Model Ordinance for the library, Section 10
requires that you make an annual report to the city council:
The board shall make a report to the city council immediately after the close of the municipal fiscal year. This report shall contain statements of the condition of the library, the number of books added thereto, the number circulated, the amount of fines collected, and the amount of money expended in the maintenance of the library during the year together with such further information required by the council (Iowa Library Trustee's Handbook 1998, p.114)
Other local reports that will keep the city and county library stakeholders informed may include financial reports and board minutes sent monthly to city and county officials, and minutes published in local newspapers, newsletters, etc
Annual reports are also required by law of the State Library in Code of Iowa, chapter 256.5l(lh)
The division of libraries and information services [shall] obtain from libraries reports showing the condition, growth, and development of services provided and disseminate this information in a timely manner to the citizens of Iowa.
For further information, see Iowa Library Trustee's Handbook, 1998
The library board has written by-laws which outline its purpose and operational procedures. These by-laws are reviewed at least every three years.
Definition: By-laws. Regulations, ordinances, rules or laws adopted by an association of corporation or the like for its governance. Black’s Law Dictionary. 5th edition (1979) p. 182 Col. 2
Sample: http://www.neirls.org/consulting/contracts/index.htm (password needed).
Annotated outline of a successful set of By-laws:
ARTICLE I. AUTHORIZATION, POWERS AND DUTIES
1. Reference to the City and State Codes from which board derives
power.
2. Defines board powers
ARTICLE II. OFFICERS
1. Which officers will the board have
2. Election, Terms, Vacancies, and Removal of officers
3. Duties - In general which officer does what
4. Terms, limits on officer terms
ARTICLE III. MEETINGS
1. Regular meetings, general or specific monthly meeting & place of meeting
2. Annual Meeting at a specific time/place listed
3. Special Meeting, conditions for calling
4. Quorum, how many members must be in attendance
5. Agenda, who prepares, when and where posted
6. Parliamentary authority, usually Robert’s Rules of Order
7. Notice and conduct of meetings, usually refers to Code of Iowa Chapter 21
ARTICLE IV. COMMITTEES
1. Establishment, Board gives itself the authority to establish such standing and
ad hoc Committees as it wishes and defines the limits of such committees.
2. Standing Committees, defines the name, duties and number of standing
committees. Examples
of standing committees - Executive, Personnel, Policy, Budget, Finance, &
Building - committee members DO NOT have to be board members
ARTICLE V. DIRECTOR OF THE LIBRARY
1. Defines the minimum required standard for a director
2. Defines level of responsibility of the director
3. Defines the duties/responsibilities of the director
ARTICLE VI. REVIEW AND AMENDMENTS
1. States when and how the By-Laws may be changed
NOTE: In order to qualify for the “standards” these by-laws are (must
be) reviewed at least every three years. Taking one section every other month
the by-laws could be reviewed at leisure within the three year period or reviewed at each
meeting the by-laws would be current. *Starred items (in the text) are measures included
in ... Enrich Iowa: Fund Libraries .... In Service to Iowa:
Public Library Measures of Quality. 3rd edition (1997) Page 3 # 2.
The board meets regularly (no fewer than 10 meetings per year) with the library director in attendance, at a time and place convenient for the board and community and in accordance with the state's open meetings law.
To meet this standard the library board of trustees must hold at least 10 meetings a year. The library director also needs to attend these meetings. Meetings should be held “at a time and place convenient for the board and community”. To help meet this aspect of the standard, schedule meetings by planning for maximum attendance. You will reach as many community members as possible this way and offer them the opportunity to attend the library board meetings.
But what does “in accordance with the state's open meetings law”
entail? (Refers to Code of Iowa Chapter 21). Rules of thumb include:
• ensuring your meeting is an “open session” which means the
meeting is open to all members of the public.
• ensuring that minutes of all meetings are kept which will include
the date, time, place, and members present as well as the action taken and results of
votes
• recorded minutes must also be available for public inspection
• notice of the meeting time, date, and place as well as a tentative agenda
must be given in a prominent place which is easily accessible to the public so that as
many people as possible will be aware of the meeting and have an opportunity to attend
• notice of the meeting must be given at least 24 hours prior to the meeting
• it is rare that a library board meeting will enter into a closed session;
assume the meetings will be “open” and follow the guidelines outlined in the Iowa
Open Meetings, Open Records Handbook for specific circumstances when a closed meeting
can be considered.
A copy of the Iowa Open Meetings, Open Records Handbook can be ordered for a small fee from:
Iowa Freedom of Information Council
c/o Herb Strentz
School of Journalism and Mass Communication
Drake University
Des Moines, IA 50311
You can also access the information via the Internet at: http://www.drake.edu/journalism/foi/open_mtgs_recs.html
The library has a permanent, paid director who is, or will be within two years of hire, certified at a required level. A library with a director who was certified at ANY level prior to 1992 fulfills this measure for as long as 1) the library employs that director and 2) the library director fulfills continuing education requirements to continue participating in the certification program.
New library directors have two years from the date of hire to meet the certification requirement of Enrich Iowa.
Required Certification Levels for Library Directors by Population of City.
| Population of City | Certification Levels |
| 0 _ 2,499 | I, II, III, IV, V, VI |
| 2,500 _ 4,999 | II, III, IV, V, VI |
| 5,000 _ 19,999 | IV, V, VI |
| 20,000 and above | VI |
Six Levels of Certification
Level I
• High school diploma or General Educational Development (GED).
• Completion of Public Library Management 1 and 2.
Level II
• High school diploma or General Educational Development (GED).
• Completion of Public Library Management 1 and 2.
• Five years of library work experience or 30 semester hours of college credit from
an accredited college or university.
Level III
• High school diploma or General Educational Development (GED).
• Completion of Public Library Management 1 and 2.
• 10 years of library work experience or 60 semester hours of college credit from an
accredited college or university.
Level IV
• Bachelor’s degree from an accredited college or university.
• Completion of Public Library Management 1 and 2.
Level V
• Bachelor’s degree from an accredited college or university
• A college credit course in each of these four areas: library
administration; selection of all types of library materials; organization of library
materials; reference and information services.
Level VI
• Graduate degree in library or information science from an accredited college or
university
Public Library Management 1 and 2
As explained above, Public Library Management (PLM) 1 and 2 are part of the
requirements for certification levels I through IV. These classes are offered
by the State Library as follows:
• Spring - PLM 1 & 2.
• Summer - alternating (Summer, 2000 - PLM 1; Summer, 2001 - PLM 2)
• Fall - PLM 1 & 2
Public library directors have first priority for admission to the classes. Class information may be obtained from the State Library.
How to Apply for Certification
• Complete the requirements for the desired certification level.
• Complete a certification application form (available from the State Library).
• Send the application form along with the required documentation to the State
Library.
Certification Time Period
Certificates are valid for three years from December of the year of application. For example, if the application is made during calendar year 2000, the certificate is valid through December, 2003.
Recertification (Renewal) Requirements
To continue participating in the certification program, certificates must be renewed every three years. To renew a certificate, individuals must complete 45 contact hours (one contact hour = 50 minutes) of approved continuing education (CE) during the three year certification period.
Individuals may include contact hours taken during the calendar year they first applied for certification and for the next the three years. For example, if the application is made in 2000 contact hours from 2000-2003 may be used. Contact hours may not be “saved” and used during the next three-year period.
Meeting the Continuing Education (CE) Requirements
There are two ways to obtain CE credit. One is to take classes which have prior approval from the State Library. Examples are programs sponsored by library organizations such as BCR, Iowa Library Association, Regional Libraries, State Library and UI School of Library and Information Science. A good source of information about such programs is the Continuing Education Catalog available on the State Library’s website: http://www.silo.lib.ia.us/Certification/cecat.html
A second way to meet CE requirements is by attending a class or training offered by other organizations and submitting a Learning Activity Written Summary (available from the State Library) along with proof of attendance. Other CE providers include American Library Association, community colleges, high school adult education programs; automation vendors.
For example, one librarian received credit for taking a beginning Spanish class in order to better serve Spanish-speaking customers; another librarian received credit for training received from the vendor of the library’s automation system.
Credit is awarded as follows:
| Amount of Credit | Equivalent to: |
| 1 semester hour | 15 contact hours |
| 1 quarter hour | 10 contact hours |
| 1 CEU | 10 contact hours |
| 50 minute program | 1 contact hour |
How to Renew Your Certificate
• Complete 45 contact hours of CE during the certification period.
• Complete a recertification application (available from the State Library)
• Send the certification application along with the required documentation to the
State Library.
Questions
Contact Sandy Dixon, State Library of Iowa, E. 12th and Grand, Des Moines, IA
50319, 515-281-4328, 800-248-4483, FAX 515-281-6191, sdixon@mail.lib.state.ia.us
Library hours are fixed, posted, and include morning, afternoon, evening, and weekend hours based on users’ and potential users’ disposable time. An evening hour is defined as after 5:00 p.m. The library must be open until at least 5:30 p.m. one day a week to satisfy this measure.
Library hours: These are public service hours, which means there is staff available to assist the patrons with their needs and to supervise the use of the library and the patrons.
Library hours are fixed: This means that the hours are not subject to change or variation. They are constant. If the hours change often, it makes it difficult for the patrons to remember your hours. However, it is okay to have winter and summer hours. We know that patrons’ needs during the summer and winter are different. In addition, consistent daily hours make it much easier for your patrons to remember when the library is open, which increases the use. For example, Monday through Friday 1- 8 and Saturday 9 -5 are very easy hours to remember.
Sometimes you may find it necessary to change your hours to better fit the needs of your patrons. But before you change your hours, be sure that you have carefully considered everything so you avoid having to make another change within a short time frame.
Library hours are posted: This means the hours are displayed in a place of public view.
Library hours include weekend hours: The standard’s committee defines weekend hours as any hours on Saturday or Sunday.
Library hours are based on users’ and potential users’ disposable time: This means the hours should be hours that your patrons and potential users are free to use the library. In other words, your library is open when the major part of the user population, if not the entire community, is available to visit. Take into consideration the population of your community. If most people work or are in school, the library should be open in the evening, however, if most people are retired, the library will need more daytime hours. The hours should be convenient for the patrons not the library staff.
For additional information on library hours, contact the State Library at
1-800-248-4483.
The library has a telephone with the number listed in both the white and yellow pages of the telephone directory readily available to its customers and listed in the local phone book.
To meet Tier I standards requirements and continue to receive Enrich Iowa money, the library's name and phone number need to be listed in two places in the phone book. Ideally, the listing would appear once in the "White Pages” plus once in the "Yellow pages” section.
While many libraries are already listed appropriately in two places, there are some Iowa libraries that are not. For example, some libraries may be listed in the "White Pages" with no listing in the "Yellow Pages." Other libraries may be listed under the city's entry in the "White" or "Government" sections. Some libraries may not even be listed at all. Being a combined school/public library or being located in a community center further complicates things because the building name may appear opposite the phone number with no mention of the library.
In order to sort out this confusion, it is necessary to know that when a business phone line is applied for, whoever makes the application is given authority over the phone number. For example, if the library sets up its own phone number then it would have authority over the number. The person applying could then ask that their library's name and phone number be listed in the "White Pages." (Some larger phone books further break the "White Pages" down into “residential” and “business”? The library's listing would belong in “business”)
If a library were listed in the "White Pages", it would automatically be given one free one-line, regular-type listing in the "Yellow Pages". The listing should be under the heading “Libraries”. In this case, no problem would exist.
The problem arises when the city applies for the phone line that is used at the library. Because the city applied, they probably ask for and get the listing in the city’s name, not in the library's name. And then the city's name is automatically listed for free in the "Yellow Pages," not the library's name. However, if the library's name and phone number is shown broken down under the city's listing in two places in the phone book, the Tier 1 standard would be fulfilled.
If neither scenario is the case, then the library's options would be to pay an extra monthly fee to buy their own listing in the phone book or to negotiate with the city to be given authority over their own phone number.
A further "fly-in-the-ointment” (or publicity opportunity) is that the big U.S. West Dex phone books (containing multiple towns and cities) are compiled from lists the small towns' independent phone companies sell them. U.S. West Dex duplicates the listings in both their White and Yellow Pages for free. So, if you are left out of one book, you are left out of others.
For additional information, contact the State Library at 1-800-248-4483
The library has a catalog of its holdings located in an area easily accessible
to users, staff and materials.
A catalog is defined as a listing of the library?s holdings. Catalogs may take
many forms, including books, card, microfiche and computer catalogs. [From In Service to
Iowa. Public Library Measures of Quality, 3rd edition Appendix F.]
The library will create and maintain a listing of the materials available in the library for use by its users. This listing is most effective if users and staff can locate materials using several different methods such as an author search, title search and/or subject search. The catalog will be regularly updated to include the listings of the new materials the library has acquired. The catalog will also have the listings removed of the materials the library no longer owns. The format of the catalog may, for example, be the traditional card catalog or the catalog holdings may be electronically available via computer. The library will determine what format is most appropriate for its catalog.
The catalog will be located in an area of the library that is easily accessible
to users, staff and materials.
A book return is provided for returning library materials when the library is closed.
The provision of a book return is one important way for your library to provide access to the library when it is closed.
Several types of library book returns are available from wall book drops to stand-alone, or curb side bins. Before ordering and installing a book return, careful consideration should be given to its location. The book return should be sealed off from the rest of the building, or standing alone outside the building to ensure the library is less vulnerable to arson.
The cost of a new book return can range from $600 to well over $3000. One creative, low-cost solution for obtaining a book return is to contact your post office and inquire as to whether any “retired” outdoor mailboxes are available. A fresh coat of paint, logo, and you're ready to go.
New book drops can be purchased from library suppliers such as Demco
(800-356-1200) and Highsmith (800-558-2110) to name two.
With thanks to the consultants of the Iowa Regional Library System and the State Library of Iowa for these explanations.
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